Traveling With Texas Tech

• Identify and obtain the appropriate travel card (TAC, Individual Travel Card, or Voyager Card) based on your travel needs and funding source.
• Submit all required travel pre-approvals within the required timelines:
  • Domestic travel: at least 14 days before departure.
  • International travel: at least 30 days before departure.
• Verify funding source requirements and restrictions before incurring expenses.
• Request any necessary travel advances (pre-paid or cash advances) after obtaining pre-approval.
• Confirm allowable expenses and ensure all travel arrangements comply with university and funding guidelines.

• Use the most economical transportation and airfare options that meet business needs.
• Stay within approved lodging, meal, and transportation reimbursement limits.
• Keep detailed receipts and supporting documentation for all reimbursable expenses.
• Track mileage, parking, tolls, rental car expenses, and other business-related transportation costs.
• Follow lodging requirements, including obtaining itemized hotel receipts and observing tax exemptions where applicable.
• Manage meal expenses according to university guidelines, including per diem and actual expense requirements.
• Document conference fees, registrations, tips, gratuities, and incidental expenses as required.
• Ensure all expenses comply with funding source restrictions and TTU travel policies.

• Submit travel reimbursement reports by the required deadlines:
  • Within 30 days for trips without an advance.
  • Within 15 days for trips with an advance.
• Reconcile and repay any unused travel advance funds when applicable.
• Submit all required receipts, documentation, and supporting materials with the expense report.
• Convert foreign currency expenses to U.S. dollars and provide English translations when necessary.
• Submit supplemental reports for any additional expenses incurred after the original report is approved.
• Enroll in or verify direct deposit information to expedite reimbursement.
• Complete reimbursement reporting promptly to avoid expenses becoming taxable under IRS regulations.

TTU offers multiple card options for full-time TTU/TTUS faculty and staff to use while in travel status. 

1. TAC Card - The TAC is a credit card issued for a specific period with a predetermined limit based on the budget provided for student or group travel. The TAC is issued to the group sponsor who is responsible for all charges.
2. Individual Travel Card (IBA) - a card issued in the traveler's name. The Traveler is responsible for making payments on the card and all balances due. This card is required for all travel on State Appropriated Funds (11, 12, 14). 
3. Purchasing Card (PCard) - is only used in travel status to pay for group meals. No other travel expenses can be placed on this card. 
4. Voyager (Fleet) Card - is only used for TTU Fleet Vehicles for Fuel & Vehicle maintenance. 

1. Domestic travel: Pre-approval must be submitted at least 14 days prior to the trip's departure date.
2. International travel: Pre-approval must be submitted at least 30 days prior to departure to allow time for approval from the Office of International Affairs and the Office of Export & Security Control.

1. Pre-paid Advance - may be submitted as soon as the expense is made and approved upon review. A Pre-approval must be submitted first. 
2. Cash Advance - Travel Advance Request: Submit no more than 30 days prior to trip departure.  Approved at a minimum of 5 working days prior to the departure date. A Pre-Approval must first be submitted. 
   1. Issued for lodging, meals, mileage, and other transportation up to 90% of the amount requested/encumbered. 

1. Travel on State Appropriated Funds (11, 12, & 14) - a state travel credit card is required for all travel expenditures when using state-appropriated funding. 
2. HEAF Funds (13)- Never allowed on travel-related expenses
3. Grant/Sponsored Project Travel Funds (21 & 22) - It is the department's responsibility to understand and comply with the project terms and conditions.

1. Travelers are expected to obtain the lowest economically available airfare between the designated headquarters and duty point. Higher‑cost airfare may be appropriate when required due to business needs, including necessary travel times, work obligations, or scheduling constraints.
2. First‑class and business‑class airfare is reimbursable only when it is the sole airfare available or when required for international travel.
3. Priority boarding fares and associated fees are not reimbursable.
4. Preferred seating fees do not require submission of a Travel Exception Form; however, these fees are not allowable on state‑appropriated funds or federally sponsored projects.
5. Airfare change fees may be reimbursed when a clear business purpose is documented in the expense report. Change fees incurred for personal reasons are not reimbursable.
6. Baggage fees for one checked bag are reimbursable. Reimbursement for a second checked bag may be approved for international travel, trips exceeding five (5) days, or for transporting conference- or business-related materials.

1. Reimbursement is allowable for mileage, parking, and tolls incurred while traveling on official business using a personally owned or leased vehicle.
   1. No other vehicle operating expenses (e.g., fuel) are reimbursable. The mileage rate includes fuel and maintenance costs and is adjusted annually by the Texas Comptroller. Reimbursement for personal mileage may not exceed the cost of a contracted rental vehicle.
2. Vehicle rentals must comply with TTU Rental Car Rates as outlined in Rental Car Guides & Rates.
3. Reimbursement for alternative transportation methods (including railroad, bicycle, boat, or other motor vehicles) is allowable when incurred to conduct official business and provided by a commercial transportation company.
   1. Costs for mass transit, ride‑share services (e.g., Uber), and taxis are also allowable when used for official business and commercially provided.
4. Parking and toll expenses are reimbursable when incurred while traveling in a personally owned, leased, or rented vehicle for official business.

1. TTU will reimburse lodging expenses incurred up to one day prior to the start of official business travel (arrival date) and for lodging on the day official business concludes.
   1. For international travel: two days before and after the start of official business travel.
2. Lodging reimbursement limits are based on destination and travel location:
   1. For in‑state and out‑of‑state travel within the contiguous United States, reimbursement is limited to the rates established by the U.S. General Services Administration (GSA).
   2. For travel to Alaska and Hawaii, reimbursement is limited to the rates established by the U.S. Department of Defense.
   3. For travel outside the contiguous United States (excluding Alaska and Hawaii), reimbursement is limited to the rates established by the U.S. Department of State.
3. Lodging receipts are always required for any expense report involving an overnight stay. The lodging receipt must include the name and address of the commercial lodging establishment, the traveler’s name, the single room rate, and a daily itemization of the lodging charges. The receipt must indicate a zero-balance due.
   1. Using a mobile payment service (Venmo, PayPal, Zelle, Cash App) to pay for the traveler’s share of the expenses is not allowed. 
4. For travel within the state of Texas, TTU travelers are exempt from the state 6% hotel occupancy tax.
5. When lodging is shared by two TTU travelers, each traveler may be reimbursed for their individual share of the lodging expense, not to exceed the applicable per‑person per diem rate. Exchange of funds between travelers is not permitted. Reimbursement will be issued to the traveler who paid the lodging expense directly.

1. TTU will reimburse meal expenses up to one day before the official business travel begins (arrival date) and up to one day after official business ends (departure date). 
   1. For international travel: two days before and after the start of official business travel.
2. Travelers may either itemize expenses OR claim the allowable meal per diem; the election made applies to the entire trip. 
3. Original receipts are required when requesting reimbursement of actual expenses.
   1. When travel expenses are itemized, reimbursement will be made for actual costs, but the reimbursement may not exceed the allowable per diem rates. Receipts are not required when claiming the allowed Per Diem amount. Sales & Alcohol Tax is not reimbursable when traveling within Texas. 
4. Meals charged to the room should be deducted from the final reimbursement. 
5. Meals provided by the Conference or paid by other means (ex, group meals on the PCard) are not reimbursable and would need to be removed from the Per Diem

1. Dues/Fees
   1. Conference registrations and membership fees must be expensed on a PCard whenever possible. Reimbursement is allowable when the fees are charged to the traveler’s travel card or paid from the traveler’s personal funds and reimbursed through Emburse. A receipt must accompany the expense report.
2. Tips/Gratuities
   1. Reimbursements for tips and gratuities incurred during travel for official business are allowed only on institutional funds, but are limited to the following amounts. Gratuities are never allowed on state-appropriated funds (funds starting with 11, 12, and 14). 
      1. Hotel Bellman/Airport Porters- $1.00/bag;  
      2. Restaurant Staff- 20%; 
      3. Housekeeping Staff- $1.00/night; 
      4. Valet- $2.00; 
      5. Other- $1.00; 
      6. Taxi/Rideshare Drivers- 20%
3. Incidental Expenses
   1. Incidental Expenses are allowed to be submitted for reimbursement, provided the business purpose for the expense is sufficiently documented, and original receipts are provided.   Some incidental expenses may not be permitted on appropriated or sponsored project funds.  

Travelers will be expected to return the additional amount that was advanced within 15 days of receiving the email from Travel Services. Payment must be made by check or money order.

We do not accept cash or payroll deductions. 

Travel expenses incurred in a foreign currency must be converted to U.S. dollars. If the receipt is not in English, the key reimbursement information must be translated into English